This privacy policy sets out how RSSB
uses and protects any information that you give RSSB when you use this website.
1. Introduction
“Personal data” is any information about a living individual
which allows them to be identified from the data (for example a name,
photographs, videos, email address, or address). Identification can be by the
information alone or in conjunction with any other information. The processing
of personal data is governed by the Data Protection Act 2018, the General Data
Protection Regulation 2016/679 (the “GDPR”) and other legislation relating to
personal data and rights such as the Human Rights Act 1998.
This Privacy Notice is provided to you by Rail Safety And
Standards Board Limited (“RSSB”) which is the data controller for your data.
ICO registration number (Z8378773).
Whilst RSSB and the other data controllers will make every effort
to ensure your privacy, it may be possible to identify you from the information
you provide to us or other third party information. The purpose of this notice
is to inform you about how we will deal with your personal data in the event
that you can be directly or indirectly identified.
2. How we collect your personal information?
We process personal information that is provided to us directly
by you, or when it is shared with us.
We collect information when you choose to submit it to us.
Throughout this site, for example, we provide opportunities to register to use
the site, register for events, request a standard or other document, make an
enquiry, subscribe to an e-newsletter, or participate in an online
survey. When we collect this type of information, we will notify you of
the reason we are asking for information and how this information will be used.
In some cases we process special categories of data or sensitive
personal data. For example, you may tell us details about an injury or
disability. It may be possible to identify you if you are the next of kin,
relative or associate of another person who is injured or dies as a result of
an accident or incident. Where you share with us personal data about a third
party, you should first obtain their consent unless it is not possible to do so
or unfeasible, for example in an emergency.
We also share and receive personal information with the following
data controllers (but only where necessary);
·
Our members, including passenger train
operators, freight and other non-passenger train operators, infrastructure
managers and owners, rolling stock owners and leasing companies, infrastructure
contractors and suppliers and rolling stock manufacturers. Further information
about RSSB membership can be found here.
·
Our Affiliates. Further information about
affiliation can be found here.
·
Our suppliers and partners including service
providers, contractors, regulators and other industry bodies.
3. What personal information do we process?
Personal information that may be collected or shared with RSSB
includes;
·
Names, titles, and aliases, photographs;
·
Contact details such as Job role, company
details, telephone numbers, addresses, and email addresses;
·
Information required for processing any
transactions or financial payments, such as account details, or credit card or
billing information;
·
Information processed by cookies when you use
our site or apps, in accordance with our Cookies Policy. This can include click
data, timing and frequency of site visit. For more information, see https://www.rssb.co.uk/Cookie-policy
·
Where relevant, or where you provide them to us,
we may process demographic information such as gender, age, date of birth,
marital status, nationality, education/work histories, academic/professional
qualifications, hobbies, family composition, and dependants;
·
Where you provide this information, we may also
process special categories of data or sensitive personal data, including
details about an injury or disability;
·
Personal data collected as part of research,
including internal analysis, or in relation to maintaining and managing
standards.
·
Any other personal information that you supply
to us.
4. How do we process your personal information and what is the
legal basis?
When we process your personal information, we are required to
have a legal basis for the processing. Most of our data is processed because it
is necessary for our legitimate interests, or the legitimate interests of a
third party (such as another data controller). We will always take into account
your interests, rights and freedoms.
We will comply with all legal obligations to keep personal data
up to date; to store and destroy it securely; to not collect or retain
excessive amounts of data; to keep personal data secure, and to protect
personal data from loss, misuse, unauthorised access and disclosure and to
ensure that appropriate technical measures are in place to protect personal
data.
Some of our processing is necessary for compliance with a legal
obligation. For example, we are required to maintain certain records by law
such as health and safety records.
We use your personal data for some or all of the following
purposes and legal bases;
·
To enable us to meet all legal and statutory
obligations (legal reasons);
·
To work with our members to create a safer,
sustainable, more efficient railway (contractual reasons and / or for our
legitimate interests);
·
To provide our members and stakeholders with
tools & models, consultancy and support, guidance, industry systems,
reports, training, standards, networks, groups & conferences, research and
news (contractual reasons and / or legitimate interests);
·
To maintain our own accounts and records
(legitimate interests and / or legal reasons);
·
To seek views or comments, including inviting
you to participate in surveys or consultations (legitimate interests or
consent);
·
To improve our products and services (legitimate
interests);
·
Using data for statistical or analytical
purposes (legitimate interests);
·
To process any transactions or financial
payments required for goods or services (for contractual reasons and / or for
legal reasons);
·
For prevention, detection or investigation of
fraud or security incidents (for legitimate interests and / or legal reasons);
·
For marketing purposes, we may provide you with
information on products and services which may be of interest (for our
legitimate interests or with your consent);
·
For statistical or analytical purposes (for our
legitimate interests);
·
Our processing also includes the use of CCTV
systems for the prevention and prosecution of crime. (for legitimate interests
and / or legal reasons).
Where your information is used other than in accordance with one
of these legal bases, we will inform you.
5. Sharing your personal data
Your personal data will be treated as strictly confidential. It
will only be shared with third parties where it is necessary for the
performance of our tasks or where necessary in accordance with applicable law.
It is likely that we will need to share your data with some or all of the
following (but only where necessary):
·
Our agents, servants and contractors. For
example, we may ask a supplier to provide us with services;
·
Our members, affiliates and stakeholders
·
Government agencies, departments and
·
other third-party organisations such as the
British Transport Police;
6. How long do we keep your personal data?
We will keep your personal information for as long as necessary
for the purposes in which we are processing, unless the law permits or requires
longer. Some records may be kept permanently if we are legally required
to do so. In general, we will endeavour to keep data only for as long as we need
it. Where necessary we keep records for the establishment, exercise or defence
of legal claims.
7. Your rights and your personal data
You have the following rights with respect to your personal data:
When exercising any of the rights listed below, in order to
process your request, we may need to verify your identity for your security. In
such cases we will need you to respond with proof of your identity before you
can exercise these rights.
The right to access information we hold on you;
·
At any point you can contact us to request the
information we hold on you as well as why we have that information, who has
access to the information and where we obtained the information from. Once we
have received your request we will respond within one calendar month
·
There are no fees or charges for the first
request but additional requests for the same data may be subject to an
administrative fee.
The right to correct and update the information we hold
on you;
·
If the data we hold on you is out of date,
incomplete or incorrect, you can inform us and your data will be updated.
The right to have your information erased
·
If you believe that we should no longer be using
your data or that we are illegally using your data, you can request that we
erase the data we hold.
·
When we receive your request we will confirm
whether the data has been deleted or the reason why it cannot be deleted (for
example because we need it for our legitimate interests or regulatory
purpose(s)).
The right to object to processing of your data
·
You have the right to request that we stop
processing your data. Upon receiving the request we will contact you and let
you know if we are able to comply or if we have legitimate grounds to continue
to process your data. Even after you exercise your right to object, we may
continue to hold your data to comply with your other rights or to bring or
defend legal claims.
The right to data portability
·
You have the right to request that we transfer
some of your data to another controller. We will comply with your request,
where it is feasible to do so, within one month of receiving your request. The
right to withdraw your consent to the processing at any time for any processing
of data to which consent was sought.
You can withdraw your consent
·
If your personal information processed based on
your consent as the legal basis, you can withdraw your consent easily by
telephone, email, or by post (see Contact Details below).
The right to restrict the processing of personal data
where applicable.
·
You have the right to restrict the processing of
your data in certain circumstances.
The right to lodge a complaint with the Information
Commissioner’s Office.
·
Please refer to section 10 of this privacy
notice for further information and contact details.
8. Transfer of Data Abroad
Any electronic personal data transferred to countries or
territories outside the European Economic Area (EEA)will only be placed on
systems complying with measures giving equivalent protection of personal rights
either through international agreements or contracts approved by the European
Union. Our website is also accessible from overseas so on occasion some
personal data (for example in a newsletter) may be accessed from overseas.
9. Further processing
If we wish to use your personal data for a new purpose, not
covered by this Notice, then we will provide you with a new notice explaining
this new use prior to commencing the processing and setting out the relevant
purposes and processing conditions. Where and whenever necessary, we will seek
your prior consent to the new processing.
10. Contact Details
Please contact us if you have any questions about this Privacy
Notice or the information we hold about you or to exercise all relevant rights,
queries or complaints at:
·
The Data Protection Officer, RSSB, The Helicon,
1 South Place, London EC2M 2RB
·
Email: data.protection@rssb.co.uk
·
020 3142 5300
11. How to make a complaint
If you are concerned with the way in which your personal data has
been processed you may in the first instance contact the Data Protection
Officer using the contact details above.
If you remain dissatisfied then you have the right to apply
directly to the Information Commissioner for a decision. The Information
Commissioner can be contacted at: -
·
The Information Commissioner, Wycliffe House,
Water Lane, Wilmslow Cheshire SK9 5AF
·
Telephone: Switchboard: 01625 545 700
·
Data Protection Help Line: 01625 545 745
·
Notification Line: 01625 545 740
·
Email: mail@ico.gsi.gov.uk
12. Changes to this Privacy Notice
We may update this privacy notice from time to time. This privacy
notice includes the date last updated.